boeing collaborative document reviewer (bcdr) -...

BOEING is a trademark of Boeing Management Company.Copyright © 2007 Boeing. All rights reserved.

Boeing Collaborative Document Reviewer (BCDR)

Group 2007 IWCEJohn F. Bremer Jr., Michael W. Donovan, Ed Hougardy

Engineering, Operations & Technology | Phantom Works

Copyright © 2007 Boeing. All rights reserved.

E&IT | Mathematics and Computing Technology

Presentation Outline

• Abstract• Business Problem and requirements• History and Evolution• Comment Lifecycle Flow Overview• Usage• Architecture and Features• Lessons Learned and What Next• Comment Lifecycle Walk-Through (slides by Rodney E.

Woods)

Engineering, Operations & Technology | Phantom Works



Abstract

ABSTRACT

• Large scale asynchronous collaborative authoring through real-time shared commenting

• Supports the review and critique of contractor draft product documents by United States government customers.

• Supports an iterative In-Process Review (IPR) workflow with features that include:

• Project-oriented role-based security• Document version control• In-context commenting• Notification and Comment search• Comment life cycle• Full-text indexing and multiword term text mining withhyperlinked Key Word In Context (KWIC) search results.• HTML and PDF and CGM graphics support

Boeing Technology | Phantom Works



• Develop System/Equipment Specific Maintenance and Operation Data Products

• Mil-Spec Technical Orders• S1000D Spec Data Modules

• Perform In-Process Reviews (IPR) at various completion levels

• 50%• 70%• 90%

• Perform Validation of Data Products• Performance• Analysis

• Support Customer Performed Verification• Publish Data Products

Represents largest potential for cost

overruns and schedule slides

Direct interaction with customer(s) to review compliance with program requirements:

Technical AccuracyQuality Schedule PerformanceContract Compliance

40/45 AWACS Technical Order Development Requirements

High Award Fee Potential+




4. Gather all reviewers interested to review data products.

5. Perform a line by line review of documents and all comments made.

6. Compile all comments and incorporate into data product.

Good Old Days

1. Produce, print, and ship copies of data products to the various customers required to perform review.

2. Hand mark review copies for correction/change.

3. Transfer markups to AF form 158 to formally record comments.




Evolution

Good old days evolved to electronic AF form 158’s (MS Word documents)

• Improved administration and record retention• NO improvement in review process.

Data Module Explorer (DME) was bornDeveloped for NATO. Step in the right direction but has some major issues:

• Limited to Data Modules• NOT collaborative • Machine/Software Specific (Approx. 100 machines on NATO) –

– Requires software loaded on each review computer– Software updates required for each review computer

• Difficult to administer • Comments can’t be kept in context with comment location• Comment Database prone to frequent crashes




CDR – The Next Generation

• Web Based Tool

• Server Hosted

• Collaborative• Real time - Server updates every 15 sec.• Comments embedded within document at original location • Able to see all comments made in a document at one time

• Band Width Efficient• Graphics don’t load until needed

• Many administrative features• Manage/Metrics by reviewer, status, type, age of comment • Up to minute status of each comment in each review




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TOWriter

CDR

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Review andResearchComments

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PrepareDocumentFor Review

IT Group Create IPR and

Load Doc Into CDR

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In CDR

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COMMENTER

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Author

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Customer

Graphic by Rodney E. Woods

Collaborative Document Reviewer Flow — Government Review —




• “Maiden Flight” of CDR with Customer (Tinker AFB)• One document• Collaborative review of a 225 + page manual over contractual 45

day review period• Approx. 84 comments were generated• Normal face-to-face review of this type would typically involve 3-4

people for 3-4 days (72–128 man hours)

• “Maiden Flight” Results• Of the 84 comments, 81 comments were resolved PRIOR to

having face-to-face In Process Review (IPR)• The 3 remaining comments were discussed and resolved during

the face-to-face• One new comment was generated, disposition provided and

approved during the review (real time and online). • Face-to-Face review took approx. 3 or 4 hours• Customer was pleased with the tool development and progress




To date, the primary installation of the application hasbeen used to review approximately 4 million wordscontained in 3,530 documents spread across 27 IPRprojects with a total of 480 users at Boeing, the US AirForce and a Boeing subcontractor collaborating fromlocations on the West Coast, Midwest and East Coast ofthe United States.There have been a total of 7,665 root comments createdwith an additional 30,022 threaded child commentsassociated with dispositioning the root comments throughthe comment life cycle.




Realized Benefits Using CDR

• Cost Savings• Earlier exposure/detection to potential problems = reduced rework• Increased efficiency of review process due to collaborative nature• Reduced production time lost• Improved Management Visibility




CDR Opportunities

Other customers that could benefit from this tool• Technical Publications Groups within/outside Puget Sound Area• Training Groups – Lesson Plans• Test Community – Test Directives• Configuration Management – Peer Reviews• Any organization needing regular, auditable review of high-value,

security sensitve documentation by a geographically distributed group of individuals




Boeing Collaborative Document ReviewerBoeing Collaborative Document Reviewer

Tool Description / Objectives

Summary of Capability

AWACS and USAFNo client software installation is required. Standard IIS, SQLServer web server architecture

Optimize shared formal review of draft documentsOptimize analysis of document and corpus multiword term entities via automatic indexing and dynamic concordance generation

Applications

Application Architect: John BremerApplication Architect: John Bremer

Web-based, real-time collaborative inline “yellow sticky note” commentingSupports commenting of XML, HTML, MS Word HTML, PDF and CGM documentsMultiple workflows for collaborative comment disposition Low bandwidth capable AJAX architecture for fast XML on-demand transfer of data and images into the already loaded HTML pagesPDF commenting with free Acrobat ReaderAutomatic multiword Keyword Indexing




Application Features

“1. Support in-situ communication and decision-making”BCDR includes shared inline comments and threadedannotations and a full-featured comment search capabilitywith hyperlinks back from search results to the inlinecomments.

“2. Improve cross-role awareness”BCDR supports notification, real-time comment statusupdates in the table of contents node text and full-featuredcomment search capability to insure “cross-roleresponsiveness”.





“3. Provide a rational version control mechanism”BCDR maintains a comment history with each commentincluding mandatory comments associated with commentstatus changes made by contractor and governmentcomment dispositioners. All comments are part of an IPRproject which includes an archive of immutable draftdocuments which eliminates comment orphaning.Completed IPR projects can also be exported to a standalonearchive format so that customers can archive DVDcopies of reviews that can be used for later referencewithout having to access the online system. Users canview multiple IPR projects at the same time, includingIPR projects for previous drafts of the same document





“4. Improve shared workspace and group awareness”BCDR provides real-time access to the state of the reviewat any given time. Users have the option to choose to benotified of activity undertaken by other collaborators or touse the search capability to search for specific activityrelated to specific documents, users, comment statuses ortime frames.As part of the group awareness the BCDR provides “up tothe minute” comment status in the form of metricsreports. Two flavors of the report are available; a highlevel report which encompasses all the documents withinthe IPR and a detailed report showing the comment statuson a per document basis. The status reports are availablefor export out of the BCDR system.




Lessons Learns and What’s Next

• Is there a business case for an organization to use BCDR?

“Clearly the biggest motivator for acceptance of the application into a publications group is time and cost savings in the context of a contractual requirement. The amount time and money that can be saved depends on the level of publication activity. The larger the number of collaborators and greater the size and importance of the documents, the more attractive BCDR becomes.”

• How can we improve BCDR?

• Identify existing business processes with significant cost saving potential from collaborative document analysis and annotation and add additional workflows and application features to support these processes.




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Graphic by Rodney E. Woods




Not Reviewed

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GenerateComment(s)

In CDR

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Collaborative Document Reviewer Flow (CDR) — Government Review —




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(Default)

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CDR

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Load Doc Into CDR

GenerateComment(s)

In CDR

Review Comment(s)

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Contractor

GovernmentOpen

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(Default)

(No)

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TOWRITER

CDR

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Load Doc Into CDR

GenerateComment(s)

In CDR

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COMMENTER

Contractor

GovernmentOpen

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(Default)

(No)

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Not Reviewed

TOWRITER

CDR

DISPOSITIONER


FinalDisposition



Load Doc Into CDR

GenerateComment(s)

In CDR

Review Comment(s)

COMMENTER

Contractor

GovernmentOpen

Not Reviewed


Non-Concur


DispositionComments

Review Disposition

Review Disposition



(Default)

(No)

(Yes)

Open

Approved


Non-Concur

Non-Concur


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